University property on loan procedure

Procedure

Intent and objectives

The intent of this procedure is to record and monitor University property on loan to reduce the risk of asset and object loss to the University.

The recording of items allocated to individual staff members will result in:

  • considerable cost savings and control of RMIT property
  • a better utilisation of RMIT assets and property

Scope

This procedure applies to all RMIT staff members

Exclusions

N/A

Procedure steps and actions

Procedure

Responsibility

Timeline

1. Allocation of University property on loan

RMIT University property may be allocated on loan to staff members for various reasons and differing periods of time. The objects are loaned to staff members depending on the requirements of their position at RMIT (e.g. motor vehicles, laptops, mobile phones, parking permit, corporate credit cards etc.).

It may be agreed with the staff member before they commence at RMIT, that property will be loaned as part of their employment. A staff member may also request the use of an asset or object whilst they are working in their position at RMIT if they believe the item is required for the performance of their duties.

If a staff member requests a RMIT asset or piece of property on loan, the manager responsible for allocating the object should do the following:

  • check the condition of the asset and/or object before allocating to the staff member
  • ensure the relevant details are recorded on SAP HR in the objects on loan tab (under: maintain HR master data) including any comments, if appropriate i.e. condition of the asset and/or object

Whether or not an RMIT object or piece of property is loaned to a staff member is up to the discretion of the staff member’s manager and/or relevant delegated authority.

Note: If you do not have access to update objects on loan records in SAP, contact ITS.

Staff member/ Manager

Within 5 days after a University property has been loaned to a staff member

2. Return of University property on loan

a) Staff member should ensure the University property on loan is returned to the University in reasonable condition.

Staff member

Within agreed timeframe

b) Manager should:

  • check the condition of the asset and/or object
  • update SAP that the University property on loan has been returned

Manager

Within 3 days after staff member has returned University property

3. Resignation / Termination of an employment contract

a) On the expiry of a staff member’s employment contract, the manager should check the departing member’s SAP report ‘objects on loan’ (e.g. motor vehicles, laptops, mobile phones, parking permit, corporate credit cards etc) via a SAP manager’s desktop report to ensure they are returned or dealt with appropriately.

It is the manager’s responsibility to ensure all University property is returned from staff at time of departure in accordance with the staff departure checklist

Manager

At least 2 weeks before the staff members final day of employment at RMIT

b) Staff must return all University property to their manager before they depart the University in accordance with the Resignation and retirement procedure.

Staff member

Before the last day of employment at RMIT

4. Failure to return or damage to University property on loan

Failure to return or damage to University assets or property on loan should be referred to Human Resources or Legal Services Group for advice, if deemed appropriate.

Manager

If the University property has not been returned within 2 weeks after following up with the departed staff member

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